Captivate your contacts with an email signature that is both professional and engaging.  Our blueprint for the perfect email signature will inspire you. 

Your email signature says much more than you think.  Having a professional signature can support your marketing strategies if done the right way.  In this article, we’ll share our guidelines for creating a professional email signature, visual examples and helpful tips. 

Eight must-haves to include in your professional email signature

  • Use your branding elements
  • Keep it clean and simple
  • Apply visual cues to important information
  • Include your professional headshot
  • Keep content in relevant sections
  • Add a call to action
  • Make it mobile-friendly
  • Link to social media pages

1. Use your branding elements.

Your email signature is an extension of your brand.  Ensure that you are utilizing your brand colors, fonts and logo/icon for a consistent brand look. 

The email signature below is a great example of this.

 

 

 

 

 

 

 

 

2. Keep it clean and simple.

A clean and simple email signature makes for a polished look.  Include only relevant contact information to avoid distracting recipients.  Key components should include: your name, title, phone number, company name and the most forgotten item, your email address.  Your physical or mailing address should only be included if your clients require it to find your location or if you regularly communicate with clients via traditional mail services. 

Including clickable social media icons, your website and a call to action can be a powerful way to drive traffic to your website and profiles and quite possibly increase your engagement with email recipients.  

Elegant and simple email signatures offer a great way to capture the attention of your email contacts and further extend your company’s branding.  

 

 

3. Apply visual cues to important information.

Best practices for email signatures include utilizing visual cues to highlight important information in your signature.   

Bring attention to important details by utilizing color, fonts and other elements.  Your name should go first and stand out with larger font size, bold fonts or color variations.

In the example above, the sender’s name is in a larger font, different color and different font from the rest of the text.  This technique gives your email signature a logical order, helping you communicate your personal details effectively.

 

 

 

 

 

 

 

 

 

 

  

4. Include your professional headshot. 

Create a stunning email signature utilizing your professional headshot or company logo. 

Adding your headshot to your email signature creates a memorable connection with recipients.  A professional headshot also makes your interactions more personable and friendly creating a space for increased communication and transparency, both important elements for building client relationships. 

 

 

 

 

 

 

 

 In lieu of a professional headshot, your company logo can be used.  

 

5. Keep the content in relevant sections. 

Grouping information is an important tool for increasing engagement with your emails.  Keep your email signature uncluttered by separating multiple types of information into distinct sections. For example, group your direct contact information at the top, place less important information next and group your web elements like social media icons and web address together.  

As shown in the example above, backgrounds, vertical or horizontal bars can help to organize information and bring attention to important information and/or call to action.  These tools save you space, helps avoid awkward lengths, and keeps your professional email signature visually appealing.

 

 

6. Create a call to action (CTA).

Include CTAs in your email signature that enhances the user experience.  Some call to actions to consider include:

  • An invitation to REVIEW your product or service. 
  • An invitation to opt-in to newsletter or promotions. 
  • An invitation to an upcoming event. 
  • An invitation to view a selected product or service on your website. 

Whatever CTA you decide to use, make sure to make it simple and adds VALUE to your message.

 

 

7. Create a mobile-friendly design.

Creating a mobile-friendly email signature ensures readability when viewed using smartphones and tablets. Your texts, buttons, and links should be large enough and spaced properly to read and tap.

 

 

 

 

 

 

 

 

The mobile-friendly design allows recipients to easily tap on any icon from their devices without accidentally tapping the others.  Keeping these elements in mind improves your recipients’ user experience, which helps make your brand more memorable.

Mobile-responsive email signature design helps build your email list for your permission-based email marketing and other marketing efforts.

 

 

8. Include clickable social media icons.

Have you invited your contacts to follow your social media pages?  Honestly, we know how hard that is, but adding clickable icons to your email signature is a great way to engage existing contacts with your social profiles.  

 

 

 

 

 

 

 

 In the example above, notice how the icons are accompanied by a call to action.